So, people often mix up ‘backups’ and ‘archives,’ and we hear about it a lot because we’re all about archiving. Let’s break it down: both backups and archives fall under record-keeping, which is a big deal for businesses, especially with all the rules (like 17-a3 & 17a-4 in the US and Article 16 of MiFID II in Europe) making them keep solid records of their digital stuff.

And it’s not just rules; as more valuable things get stored online, it just makes sense to keep those digital assets safe and sound. Many businesses use archiving compliance solutions to ensure the safety of their digital assets. In this post, let’s learn the difference between backup and archiving.

What is a Backup?

A backup is a copy of important data that is created as a safeguard against loss or corruption. Backups allow businesses to restore their data and resume normal operations with minimal disruption in the event of data deletion, overwriting, or corruption. By preserving data in a backup, companies can recover lost or damaged files, databases, or systems. The backup contains a snapshot of the data from a previous point in time – the date when the backup was last made. Maintaining regular backups is crucial for companies to protect critical business information and recover quickly from data disasters or outages. Backups provide an essential insurance policy for businesses to avoid data loss and recover smoothly when things go wrong.

What is an Archive?

An archive is a collection of historical records or data that has been stored for long-term preservation and access. The purpose of an archive is to maintain valuable records over time and make them available for future reference. Archives contain copies of materials from a source, though the originals may or may not be deleted after the archive is created. Both physical archives that store hard copy documents and digital archives that store electronic data exist. Archives can comprise a wide range of records, from government and institutional files to personal collections. A good file archiving software ensures proper storage, organization, and curation by archivists to preserve the integrity of archive holdings over decades or centuries.

Difference Between Backups and Archive:

Backups contain data for operational recovery, not official records. Archives store official public records.
Archives are meant for long-term preservation. Backups are short-term operational recovery.
Archives maintain authenticity and integrity over time. Backups can be overwritten.
Backups can be changed or deleted. Archives cannot be altered or tampered with.
Archives preserve complete historic website records in a legally admissible ISO-compliant format.
Archives require standards for curation and storage. Backups have no long-term stability.
Backups only recover data to a previous point in time. Archives keep indefinite records.
Archives facilitate research and access. Backups are for business continuity.
Archives are permanent records. Backups are temporary operational copies.

With massive data growth, backups are expanding to maintain business continuity. Meanwhile, bulky archives must meet legal standards for the defensible preservation of historic records. Regulations mandate fast access to archived records. So, companies increasingly rely on reliablefile archiving solutions to securely manage complex backups to restore operations and properly catalog archives to rapidly respond to regulators.

The data backup vs archiving difference is crucial for businesses to understand. Companies must leverage both methods – operational backups and authenticated archives – to fully protect and manage data over time. The two serve complementary roles in a comprehensive data protection strategy.